Front-end Invoice CSV Importer

Print
Dark
Light
PDF

Article summary

Did you find this summary helpful?

Thank you for your feedback

The process of creating a large number of invoices on the front end manually is quite time consuming and cumbersome. Our team understands that your time is valuable and have developed this feature to give you the ability to bulk import invoices via the new csv Invoice importer available to front end users.

How to Turn the Feature On

Administrator configuration is required to update user permissions enabling the new feature. The steps for the configuration are below.

Step 1: Login as administrator

Step 2: Show Menu->Users->Manage User Permissions

Step 3: Once the menu opens on the left hand side of the screen, click on Users and then Manage User Permissions

Step 4: Click on the Add/Update New User Permission button

Step 5: Scroll down to File Update Permissions and enable Import Documents by clicking the check box.

FrontEndCSV use 1.png

How to Bulk Import Invoices

Once the administrator enables the feature, users with permissions will see a new option on the menu labeled Imports.

Step 1: In the left-hand menu, click on IMPORTS>Imported Documents

FrontEndCSV turn on 1.png

Step 2: Once in the Imported Documents screen, click on the “Upload Document” button

Step 3: On the next screen you will find a link that reads “Invoices” on the right-hand side of the screen. Once you click on this link the .csv template will open. Use this .csv template to enter all of your invoice details.

Front End Step.png

Example of Invoice Uploader Template below

Front end template example.png

Front-end Invoice CSV Importer – Template Validations

The table below can be used as a guide when completing the Front-end Invoice CSV Importer template.

Column Name	Description/Notes	Required?	Validation Action If Requirement Are Not Met
HeaderSupplierInvoiceID*	Supplier Invoice #	Yes	Error: File is not imported
HeaderOrderID*	Related Purchase Order number (BQ/ERP PO Number) If a change order exists, use the latest Change Order ID (ex., PO-1234-V2)	Yes	Error: File is not imported
HeaderSupplierID	Supplier Global ID	Not required for PO based Invoice
HeaderPaymentTerms	Payment Terms If no value is provided in the file then supplier's default Payment Terms ID (Supplier Record->Payment Terms) is used	Yes if Supplier does not have a default Payment Terms configured in the BuyerQuest system	Error: File is not imported
HeaderSupplierTaxID	Suppliers Tax ID If no value is provided in the file, then supplier's default Tax ID (Supplier Record->Tax ID) is used If no value is provided and supplier does NOT have default Tax ID then field should be NULL on the invoice document	No
HeaderInvoiceDate	Invoice Date from when the Supplier originally created the Invoice If value is provided then it must be in following format: MM-DD-YYYY If value is not provided then the system will use current date	No	Error: File is not imported
HeaderDueDate	Date Invoice Payment Is Due If value is provided, then it must be in following format: MM-DD-YYYY If value is not provided, then the system will calculate this field using InvoiceDate & PaymentTerms	No	Error: File is not imported
HeaderShipTo	Ship To Address (external identifier)	No, for PO based Invoice
HeaderBillTo	Bill To Address (external identifier)	No, for PO based Invoice
HeaderRemitTo	Remit To Address (external identifier) If No value is provided in the file then supplier's default Remit To location is used (Supplier Record→Supplier Location→Default Remit To) IF No value is provided AND supplier does NOT have a default Remit To Location AND remit to address is configured to be optional then this field will be NULL on the invoice document	Yes, IF Configured RemitTo address is not optional and Supplier does not have a default RemitTo address in the system	Error: File is not imported
HeaderShipFrom	Ship From Address (Supplier Location ID)	Yes, IF Configured ShipTo address is not optional and Supplier does not have a default RemitTo address in the system	Error: File is not imported
HeaderShipping	Shipping Value is assigned to header level shipping	No	Error: File is not imported
HeaderShippingTax	Shipping Tax Value is assigned to header level shipping tax	No	Error: File is not imported
HeaderHandling	Handling Value is assigned to header level handling	No	Error: File is not imported
HeaderHandlingTax	Handling Tax Value is assigned to header level handling tax	No	Error: File is not imported
HeaderTax	Tax Value is assigned to header level tax	No	Error: File is not imported
HeaderDiscount	Discount Value is assigned to header level Discount	No	Error: File is not imported
HeaderUsageTax	Usage Tax Value is assigned to header level Usage Tax	No	Error: File is not imported
HeaderFederalTax	Federal Tax Value is assigned to header level federal tax	No	Error: File is not imported
HeaderGST	GST Value is assigned to header level GST	No	Error: File is not imported
HeaderPST	PST Value is assigned to header level PST	No	Error: File is not imported
HeaderQST	QST Value is assigned to header level QST	No	Error: File is not imported
HeaderHST	HST Value is assigned to header level HST	No	Error: File is not imported
LineInvoiceLineNumber	Supplier provided invoice line number	Yes	Error: File is not imported
LinePOLineNumber *primary key POLineNumber <>NULL	PO Line Item Number If value is not provided, then it will be considered a non-PO line item on the Invoice document	No	Error: File is not imported
LineSKU *primary key if POLineNumber is null	Product SKU If value is provided in POLineNumber then SKU value is ignored, and system will use the SKU specified in the PO for that line If value is NOT provided in the POLineNumber then SKU value provided in the file is used	Yes (Only if LineNumber is empty)	Error: File is not imported
LineItemName	Product Name If value is provided in POLineNumber then ItemName value is ignored and system will use the product Name specified in the PO for that line If value is NOT provided in the POLineNumber then ItemName value provided in the file is used	Yes (Only if LineNumber is empty)	Error: File is not imported
LineUNSPSC	UNSPSC Code If value is provided in POLineNumber then ItemName value is ignored, and system will use the UNSPSC specified in the PO for that line If value is NOT provided in the POLineNumber then UNSPSC value provided in the file is used	Yes (Only if LineNumber is empty)	Error: File is not imported
LineUOM	Unit of measure of the product If value is provided in POLineNumber then UOM value is ignored, and system will use the UOM specified in the PO for that line If value is NOT provided in the POLineNumber then UOM value provided in the file is used	Yes (Only if LineNumber is empty)	Error: File is not imported
LinePrice	Unit price of the product If value provided in LineNumber then Price value is ignored, and system will use the Price specified in the PO for that line If value is NOT provided in LineNumber then Price value provided in the file is used If value is NOT provided in the POLineNumber then Currency of the product is the PO currency	Yes (Only if LineNumber is empty)	Error: File is not imported
LineQuantity	Invoiced Quantity of the Item	Yes	Error: File is not imported
LineShipping	Shipping Value is ignored if HeaderShipping value exists ELSE value is assigned to line level shipping	No	Error: File is not imported Do Nothing
LineShippingTax	Shipping Tax Value is ignored if HeaderShippingTax value exists ELSE value is assigned to line level shipping tax	No	Error: File is not imported Do Nothing
LineHandling	Handling Value is ignored if HeaderHandling value exists ELSE value is assigned to line level handling	No	Error: File is not imported Do Nothing
LineHandlingTax	Handling Tax Value is ignored if HeaderHandlingTax value exists ELSE value is assigned to line level handling tax	No	Error: File is not imported Do Nothing
LineTax	Tax Value is ignored if HeaderTax value exists ELSE value is assigned to line level tax	No	Error: File is not imported Do Nothing
LineDiscount	Discount Value is ignored if HeaderDiscount value exists ELSE value is assigned to line level discount	No	Error: File is not imported Do Nothing
LineUsageTax	Usage Tax Value is ignored if HeaderUsageTax value exists ELSE value is assigned to line level usage tax	No	Error: File is not imported Do Nothing
LineFederalTax	Federal Tax Value is ignored if HeaderFederalTax value exists ELSE value is assigned to line level federal tax	No	Error: File is not imported Do Nothing
LineGST	GST Value is ignored if HeaderGST value exists ELSE value is assigned to line level GST	No	Error: File is not imported Do Nothing
LinePST	PST Value is ignored if HeaderGST value exists ELSE value is assigned to line level PST	No	Error: File is not imported Do Nothing
LineQST	QST Value is ignored if HeaderGST value exists ELSE value is assigned to line level QST	No	Error: File is not imported Do Nothing
LineHST	HST Value is ignored if HeaderGST value exists ELSE value is assigned to line level HST	No	Error: File is not imported Do Nothing
LineAccountingAllocation	Accounting allocation for an accounting line Split accounting is not accepted. Value must be 100 if present.	No	Error: File is not imported Error: File is not imported Error: File is not imported
LineAccountingGroup<Accounting Group ID 1>	Populated with ID of Accounting Value for a given accounting group For PO based items Accounting will be taken from the PO	No	Error: File is not imported for all 5 validations
HeaderInternalAttachment	multiple attachment url will be delimited by new line Attachment Visibility == Internal Only Attachment Line == All Lines (Header Level)	No	If the URL is invalid - the system will skip the attachment
HeaderSupplierAttachment	multiple attachment url will be delimited by new line Attachment Visibility == Supplier Visible Attachment Line == All Lines (Header Level)	No	If the URL is invalid - the system will skip the attachment
LineInternalAttachment	new line-delimited URLs for the attachments\Attachment Visibility == Internal Only Attachment Line == Line # provided in the LineInvoiceLineNumber column	No	If the URL is invalid - the system will skip the attachment
LineSupplierAttachment	new line-delimited URLs for the attachments Attachment Visibility == Supplier Visible Attachment Line == Line # provided in the LineInvoiceLineNumber column	No	If the URL is invalid - the system will skip the attachment

Step 4: Once you have completed the template, fill out the fields on this same screen. “Document Type” and “Title” and click on “Click to Add Files”.

Front end step 4.png

Step 5: Upload the template you just completed and then click “Submit”.

Front end step 5.png

Was this article helpful?

What's Next

Invoice Approval - Post-Reconciliation

Table of contents